Original cataloging, creating a bibliographic record for an item when no record is found through copy cataloging, can be a difficult, time consuming and expensive process and if not done correctly make it difficult and/or confusing for the Library user to locate information in the library collection. Vendor/jobbers can also be paid for this service, but it can also be done in-house using you library management system. Following are some basic guidelines [coming up]. You might also contact professional catalogers you know for guidance.

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If you are unable to find a matching record for an item, and it has been published in the last year or so, it is advisable to set it aside and check later for copy. If none appears, an original record will need to be created. Original cataloging can be a difficult, time consuming and expensive process and if not done correctly make it difficult and/or confusing for the Library user to locate information in the library collection. Vendor/jobbers can be paid for this service, but it can also be done in-house using your library management system. When possible, contact professional catalogers you know for guidance.

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First review documentation for your ILS to determine how to open a template for a new record, then follow the steps below.

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===Description===

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Familiarize yourself with how related records have been constructed. The record should follow the standards established in the Anglo-American Cataloging Rules, 2nd ed. (AACR2) and International Standard Bibliographic Description (ISBD). These standards help us to share records more easily and access data in a predictable way.

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Description in a minimal record should include title, author, place of publication, publisher, date, paging, and size.

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===Subject headings===

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A subject heading indicates the primary subject content of the work and serves as an access point when searching. When assigning heading, a good rule of thumb is to use three or fewer headings that sum up the overall content. For example, a book on cars, trucks, and bicycles can have the subject headings: Automobiles, Trucks, and Bicycles; a book on cars, trucks, bicycles and trains should have the subject heading vehicles.

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The Library of Congress Subject Headings (LCSH) is the most commonly used thesaurus in libraries. The resource Classweb, which allows easy searching of Library of Congress subject headings and classification, is available as an online tool for a yearly fee. This is a good option for libraries doing little original cataloging, rather than subscribing to the print versions of these tools. If print versions are desired, contact larger libraries who may be discarding previous editions.

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===Call numbers===

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A call number indicates the unique location of an item in the library. Both Library of Congress and Dewey call numbers are often available through copy cataloging. When constructing an original record, browse records on the same topic to get an idea of the classification should be, then verify it using ClassWeb or print resources. After selecting the classification number, a cutter number is added using the first letter of the main entry (either the title, or author if there is a 100 field) followed by numbers to give the item a unique call number. Standard tables are available to construct the cutter number, such as the Cutter-Sanborn three-figure or Library of Congress cutter table. Verify that the call number you assign is not already being used in your collection.

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Example of a call number:

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Z -class number

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693

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.C37 -cutter number

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1996 -date

==Preparation for Use==

==Preparation for Use==

Revision as of 15:03, 26 April 2007

Having library materials on a shelf is not sufficient to serve library patrons well. Library materials must be organized in a manner which allows the user to locate materials of interest easily and quickly. This is accomplished through cataloging and classifying the materials.

Initial Considerations

For most small libraries without a technical services staff, it is highly recommended that books be ordered "shelf-ready", i.e., already cataloged, classified, and labeled. Most major vendors/jobbers provide this service for a fee and it is one very good reason to do most of your ordering from one of them. When the books are sent to the library, the vendor/jobber can also send cataloging records in batches to be loaded into your integrated library system (ILS). A variety of end processing can also be done with this service, including labeling, stamping, and adding security strips and date due slips.

Where this option is too costly, libraries can subscribe to a utility such as OCLC, obtain cataloging records created by other libraries, and export them into the local system. Representatives from these utilities can explain the options for smaller libraries and provide training. Once an agreement is in place, routine copy cataloging can help make the collection accessible.

Yet another option is to join a consortium. Partnering with other libraries with more extensive resources can be a great help to tribal libraries. Joining a consortium with a shared catalog can make cataloging a collection simple, since in many cases the records are already in the catalog, and it is just a matter of adding data to show your library holds that item as well.

In addition to partnering with larger libraries, developing tribal libraries might consider partnering with MLIS or MIS programs to bring in graduate students who can assist with strategic technical services planning, as well as the hands-on processing. Internships and work-study relationships seem to have successfully worked for a number of tribes who are eager to pull in the knowledge and skills of soon-to-be professionals. It is also a great opportunity for library school students to become exposed to the needs of tribal libraries. Cross-cultural competence might be an issue for some of these relationships, but they can sometimes be fruitful. Working particularly with programs that serve Native information professionals (such as Knowledge River or the UBC First Nations Core Curriculum) might help address this last point.

Before beginning the classifying/cataloging process, one should separate the library materials in accordance with the groupings of the collection. For instance, the collection may have the following sections: adult, juvenile, reference, and special collections such as tribal materials and/or Native American materials in general.

Another initial step is deciding which classification system to use. The two most commonly used are the Dewey Decimal System and Library of Congress. Most small public libraries in the United States use the Dewey Decimal System as their classification system and Sears List of Subject Headings as their subject heading index. However, those tribes either possessing or planning to possess large amounts of materials by, for and about Native Americans may find Library of Congress classification and subject headings more suitable to their needs. Be sure to evaluate which classification system and which subject heading list best meets the need of your community. Also consider the system used by the other libraries in your consortium, if applicable.

Choosing an Integrated Library System

Choosing an integrated library system (ILS) has become somewhat easier for smaller libraries. There are many low cost or free alternatives available.

An open source ILS is a good option for libraries without funds to purchase commercial systems. Koha is an example of a free open source ILS. It includes modules for cataloging, acquisitions, and circulation. Options in this area are expanding. The open source option is especially suited for tribal libraries applying for grant funding, since there is an initial cost to get the system set up but no ongoing license fees to worry about when the grant period is over.

There are also systems designed for smaller school and church libraries that are not as costly as others. [example, how to explore current options] Finally, Librarything.com and Delicious Library are examples of web-based systems with attractive features at very little cost.

Basic Copy Cataloging Procedures

When using a utility like OCLC or sharing records in a consortium catalog, first search for a record that matches the item you have. Search by ISBN first when available. Check to make sure the following match your item:

020 $a ISBN

245 $a title $c statement of responsibility

250 $a edition

260 $a place $b publisher $c year (Printing dates can be ignored if there is no evidence of revision. Look for a matching publication or copyright date.)

300 $a paging

If these match, the record can be used. When the record has been added to your catalog, you may need to correct any typos, add subject headings if they are missing (see Basic Original Cataloging Procedures), and create a call number if there is not one available in the record. Be sure that the record reflects the location where the item is available (Reference, Juvenile, etc.) either in the call number or designated field in your system.

Basic Original Cataloging Procedures

If you are unable to find a matching record for an item, and it has been published in the last year or so, it is advisable to set it aside and check later for copy. If none appears, an original record will need to be created. Original cataloging can be a difficult, time consuming and expensive process and if not done correctly make it difficult and/or confusing for the Library user to locate information in the library collection. Vendor/jobbers can be paid for this service, but it can also be done in-house using your library management system. When possible, contact professional catalogers you know for guidance.

First review documentation for your ILS to determine how to open a template for a new record, then follow the steps below.

Description

Familiarize yourself with how related records have been constructed. The record should follow the standards established in the Anglo-American Cataloging Rules, 2nd ed. (AACR2) and International Standard Bibliographic Description (ISBD). These standards help us to share records more easily and access data in a predictable way.

Description in a minimal record should include title, author, place of publication, publisher, date, paging, and size.

Subject headings

A subject heading indicates the primary subject content of the work and serves as an access point when searching. When assigning heading, a good rule of thumb is to use three or fewer headings that sum up the overall content. For example, a book on cars, trucks, and bicycles can have the subject headings: Automobiles, Trucks, and Bicycles; a book on cars, trucks, bicycles and trains should have the subject heading vehicles.

The Library of Congress Subject Headings (LCSH) is the most commonly used thesaurus in libraries. The resource Classweb, which allows easy searching of Library of Congress subject headings and classification, is available as an online tool for a yearly fee. This is a good option for libraries doing little original cataloging, rather than subscribing to the print versions of these tools. If print versions are desired, contact larger libraries who may be discarding previous editions.

Call numbers

A call number indicates the unique location of an item in the library. Both Library of Congress and Dewey call numbers are often available through copy cataloging. When constructing an original record, browse records on the same topic to get an idea of the classification should be, then verify it using ClassWeb or print resources. After selecting the classification number, a cutter number is added using the first letter of the main entry (either the title, or author if there is a 100 field) followed by numbers to give the item a unique call number. Standard tables are available to construct the cutter number, such as the Cutter-Sanborn three-figure or Library of Congress cutter table. Verify that the call number you assign is not already being used in your collection.

Example of a call number:

Z -class number
693
.C37 -cutter number
1996 -date

Preparation for Use

Besides preparing complete catalog sets for library materials, there are certain steps which must betaken to ready them to be placed on the shelf for use. These include:

1. Attaching a book pocket, date due slip and circulation card. These are usually prepared at the same time as the catalog card. The book pocket and the circulation card should have the call number, author (last name first), title, and copy number, if there is one, on them. Book pockets, date due slips and circulation cards can be ordered from library suppliers and are also provided by jobbers if books are ordered pre-processed. Libraries using automated systems should consult the automation vendor for instruction in this area.

2. Stamping for ownership. A rubber stamp with the library's name is used for this purpose.

3. Identifying the material with a call number. The items call number should be marked, in the case of a book, on the spine (about 2 ½ inches from the bottom) so it may be easily shelved and easily located on the shelf by the user. The call number can be placed on the spine by a variety of methods including labels, transfer paper, electric stylus and markers all of which can be obtained through a library supplier. This too will be done by the jobber if items are ordered preprocessed.

4. Attaching a protective cover. This step is optional as it is an extra cost and is not needed by all libraries. Protective book covers are most often used on valuable and popular materials. Protective covers are available through library suppliers and can also be provided by jobbers.

Summary

The catalog is the key to finding materials in the library. Keeping the cataloging of your collection up to date as materials arrive is important. Library materials must be processed before they can be placed on the shelf.